PEXA is pleased to present a major release of the PEXA System, Release 11.0.0, scheduled for business go live 11 November 2019.
UPDATE: There is no expected outage during the rollout of this release.
Key Highlights
- New document: Transmission (QLD) (Updated 21 October 2019)
- New document: Lease / Underlease (SA) (Updated 21 October 2019)
- New document: Surrender of Lease / Underlease (SA) (Updated 21 October 2019)
- Introducing a status page to PEXA (Updated 7 November 2019)
Other Highlights
- Updates to PEXA's automated conversations (Carmen’s Solution)
- Updates to conversations between certain roles to protect privacy (Katrina's Solution)
- Defaulting values for efficiency
- Extending the BPAY category to Representative Subscribers
- Removed the cog icon for better efficiency
- Fixed the Update Party task
- Extended archiving period for PEXA Projects Workspaces
- Documents must be removed before land titles can be removed
- Updates to the Lodgement Instructions' Issuing Instructions (VIC) (Updated 9 December, 2019)
- Changes to Form 24A & 24B (QLD) (Added 15 October, 2019)
- Ability to select multiple items from a drop-down list (Updated 25 October, 2019)
- Removed compliance data fields from a Transfer form (NSW) (Added 21 October, 2019)
- Press Enter to trigger land title verification (Added 25 October, 2019)
- Further activation of additional Residual Documents (VIC) (Added 6 November, 2019)
- New document: Transmission (QLD)
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The Transmission application is now available in PEXA to QLD Subscribers. If a Sole Proprietor on a property title passes away, then a Transmission application should be lodged to appoint a legal representative to an estate. This allows the party or organisation appointed in the capacity of Personal Representative to obtain ownership of the title to deal with the Estate.
A Transmission application (QLD) can be lodged:
- As a standalone without financial settlement, or
- In combination with other documents in the Workspace, except a Transfer*:
- Transmission with a Discharge of Mortgage
- Transmission with a Withdrawal of Caveat
- Transmission with a Mortgage
- Transmission with a Caveat
- Transmission with a Sole Proprietor with two or more titles
Note: For multiple titles, the tenancy on title must be the same sole Proprietor on Title. - Transmission with a Different Evidence Jurisdiction
* In instances where a Transfer is required, you must first lodge and register the Transmission application, and then create a new Workspace to lodge and register a Transfer.
In QLD, you are not required to submit supporting documents when lodging Transmission Applications in PEXA, however, ensure that you are in possession of the correct documentation.
As of Release 11.0.0, PEXA supports the lodgement of the Transmission document in NSW, QLD, SA, and VIC.
(Referencing PEXA LS-8630)
- New document: Lease / Underlease (SA)
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PEXA now supports the electronic lodgement of Leases in South Australia. A Lease in PEXA enables the representatives of the Lessor and the Lessee to prepare, sign and lodge a SA Lease or Underlease over Whole or Part of the land in a title.
Who can lodge?
Users in the role of Incoming Proprietor, Proprietor on Title or To Deal with an Interest can lodge a Lease in SA.
Supported scenarios
A Lease (SA) can be lodged:
- As a standalone document,
- In combination with other documents such as a Transfer of Land or Mortgage and Discharges,
- In a series with other Leases (i.e. consecutive leases), except on a Lease or Underlease not yet registered.
Supporting documents are optional when lodging a Lease in SA. If there is a mortgage or encumbrance over the lease or land, then a Consent from the mortgagee or encumbrancee may need to be attached.
Note:
In the state of South Australia, when the Proprietor on Title has a current name that is different from the name that is registered on title, then an ‘Application to Note Change of Name’ must be lodged in paper through Land Services SA to update the Register before the following Document Types can be lodged electronically:
- Lease
- Underlease
For more information, please visit the Land Services SA website on how to lodge an ‘Application to Note Change of Name’.
(Referencing PEXA LS3-2414)
- New document: Surrender of Lease / Underlease (SA)
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In addition to Lease documents, PEXA is also introducing the ability to lodge a Surrender of Lease in SA.
A Surrender of Lease is used to mutually end a lease or underlease agreement early. It’s available to land titles of any tenancy type and requires the consent of both the Lessor and Lessee, and may be applied over a Whole or Part of the land in a title.
Who can lodge?
Subscribers in the role of Proprietor on Title, Incoming Proprietor, and To Deal with an Interest can lodge a Surrender of Lease or Underlease in SA in the following scenarios:
- As a standalone document
- Together with a Transfer
- As a partial surrender
- As a full surrender
If you surrender multiple Leases within the same Lodgement Case, please ensure that only one Surrender of Lease document is created for each Lease/Underlease. You cannot create a Surrender of Lease document for multiple Leases/Underleases.
Supporting documents are required in PEXA to lodge a Surrender of Lease. If there is a mortgage or encumbrance over the lease or land, then a consent from the mortgagee or encumbrancee must be attached to surrender the lease.
Note:
In the state of South Australia, when the Proprietor on Title has a current name that is different from the name that is registered on title, then an ‘Application to Note Change of Name’ must be lodged in paper through Land Services SA to update the Register before the following Document Types can be lodged electronically:
- Surrender of Lease
- Surrender of Underlease
For more information, please visit the Land Services SA website on how to lodge an ‘Application to Note Change of Name’.
* If the Lease being surrendered is subject to an Underlease, then the Underlease will be preserved and become a Lease.
(Referencing PEXA LS3-2414)
- Introducing a status page to PEXA
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One of the highlights of Release 11 is the launch of our new System Status page.
PEXA, together with our industry partners, endeavours to provide you with a seamless settlement experience. As part of this, we want members to have easy-to-access visibility of the network’s current status, availability and outages.
On the System Status page, incident communications are hosted above a table indicating the availability of network services for each of our active e-Conveyancing jurisdictions. A screenshot can be found below which outlines the page’s format.
For more information, you can refer to our Community post and FAQS here.
(Referencing PEXA)
- Updates to PEXA's automated conversations (Carmen's Solution)
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At PEXA, we love to receive feedback from members so that we can continually improve our products and services to you. In this release, we’ve taken up a suggestion made by Carmen from Bankwest, which we’ve dubbed as ‘Carmen’s Solution’. Thanks Carmen, this one’s thanks to you!
As a way to close the conversation loop between participants on discussions that are no longer relevant in the Workspace, we have removed the ability for Subscribers to respond to auto-generated messages in Conversations. These messages are sent as a courtesy to notify all Workspace participants whenever any of the following occurs:
- A participant withdraws from the Workspace,
- A settlement date is added to a Workspace, or
- The settlement date and time has changed.
If you receive an auto-generated message and wish to discuss the matter further, simply send a conversation to the relevant Workspace participant to start a new thread.
(Referencing PEXA FS-5807)
- Updates to conversations between certain roles to protect privacy (Katrina's Solution)
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We’ve received feedback (special thanks to Katrina from Eureka Conveyancing for this suggestion!) that it is essential to protect sensitive information by restricting conversations that occur between specific roles in a Workspace.
Going forward, we’ve restricted conversations between these roles:
- Incoming Proprietor’s representative and Mortgagee on Title, and vice versa, and
- Proprietor on Title’s representative and Incoming Mortgagee, and vice versa.
By restricting conversations between these roles, it ensures that sensitive information, such as bank account details, is not shared amongst Workspace participants who do not require this information.
(Referencing PEXA FS-5067)
- Defaulting values for efficiency
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We continue to make improvements by defaulting fields where possible to save you time and clicks. In this release, we have defaulted the I Represent this Party radio buttons when editing the Proprietor on Title and Caveator on Title parties.
(Referencing PEXA FS-5451, FS-5450)
- Extending the BPAY category to Representative Subscribers
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Representative Subscribers can now benefit from the new destination category, Other (BPAY), which was initially introduced to Principal Non-FIs in Release 10.1.1.
The BPAY category enables Representative Subscribers in the role of Caveator on Title, Incoming Proprietor, or Proprietor on Title to make BPAY payments without the need to associate it with any Subscriber.
When this option is selected, the BPAY payment details for this line item is not displayed to other roles or Subscribers in the Workspace. The details are visible only to the Subscriber role who created the line item. By selecting this option, it allows for BPAY payment details to remain discreet in a transaction where an associated subscriber is not required to sign off on.
(Referencing PEXA SETT-8212)
- Removed the cog icon for better efficiency
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We are always looking at ways to make transacting in PEXA more efficient and to reduce the amount of time it takes to complete a transaction. One of the ways we have done this is by removing the cog icon from the Participants and Documents screens, so we can show the action instead.
With the cog item removed, you’ll be able to see what immediate action is available for this item instead of having to click through to find it under a cog. Some actions will display an arrow beside it to indicate that more options are available. Click on the arrow to reveal all possible actions for this item.
(Referencing PEXA FS-5596, FS-5589, FS-5438, FS-5436, FS-5638, FS-5534)
- Fixed the Update Party task
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We received feedback that the Update Party task was not always displaying for the Proprietor on Title. We have now fixed this issue. It’s important to remember to complete all mandatory party information for the Proprietor on Title, such as Date of Birth (for individuals) and ABN/ACN details (for organisations), as this is required for the Transfer.
(Referencing PEXA FS-5631)
- Extended archiving period for PEXA Projects Workspaces
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We have extended the archiving period from 120 days to 365 days for Workspaces issued with a child title created via PEXA Projects. This means Workspaces created in PEXA Projects are available in PEXA Exchange on the Active dashboard for longer, giving you more time to access them.
Note: The extended archiving applies only to Project Workspaces that contain a child title that has been converted from Parent to Child.
After 365 days of inactivity, the Workspace will be moved to the Abandoned dashboard.
(Referencing PEXA FS-5244)
- Documents must be removed before land titles can be removed
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To ensure Subscribers are not accidentally removing land titles from a Workspace, we have restricted the removal of land titles from the Land Titles screen until their associated documents are first removed by the relevant Workspace participant. After the document that the land title is referenced in is removed from the Workspace, then can the land title be removed.
(Referencing PEXA FS-5238)
- Updates to the Lodgement Instructions issuing instructions (VIC)
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UPDATE: 9 December 2019
Due to feedback from members and from the Land Registry, we have reverted this change back to its original state with the default state being "Electronic".
To ensure that mistakes are not made, we have updated the Issuing Instructions within the Lodgement Instructions.
The Format option now defaults to ‘Please select’ rather than ‘Electronic’.
This update applies to VIC Transfer Workspaces.
(Referencing PEXA FS-5238)
- Changes to Form 24A and 24B (QLD)
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To make it easier for Subscribers to transact in a QLD Transfer Workspace, we’re now allowing representatives of the following parties the ability to view the Form 24 (after the document moves to a Prepared status):
- Incoming Proprietor's representative can view Form 24B
- Proprietor on Title's representative can view Form 24A
This means that the representatives can view the entire document from their Workspace rather than taking screenshots and then sending them to each other.
(Referencing PEXA FS-5661)
- Ability to select multiple items from a drop-down list
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To stay on top of design and technology changes, we have applied a software upgrade. You'll see the change when you to select multiple items from a drop-down list (for example: land titles, parties).
Upon selection of a land title or party from a drop-down list, the selected entry will now be highlighted and remain displayed instead of being removed from the list. This enables you to view a list of al entries from the drop-down, whether or not they’ve been selected.
To select multiple items, hold down the CTRL (Windows) or COMMAND (Mac) key and use your mouse to click on multiple entries.
Example
Land Titles field before any entries are selected
Land Titles field after some titles have been selected
(Referencing PEXA UI-312)
- Removed compliance data fields from a Transfer form (NSW)
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Previously, Subscribers were given the option to provide compliance data when selecting a Consideration type in a NSW Transfer.
After further discussions with the NSW State Revenue Office (SRO), they have agreed to remove the compliance data fields as these fields are optional and are used to provide additional information to the SRO.
From this release, the following compliance data fields are removed:
All Non-Monetary Consideration options
- Are the transferor and transferee related or associated at the date of the transfer?
- Market Value
- Valuer Name
- Valuer Licence Number
- Were all Transferees named in the Contract / Agreement?
- Is this Purchase a Terms Sale?
With Monetary Consideration
- Business Goodwill component (if applicable)
- Business Intellectual Property component (if applicable)
- Goods component (if applicable)
- Contract Rebate Amount (if applicable)
- Are the transferor and transferee related or associated at the date of the transfer?
- Were all Transferees named in the Contract / Agreement?
- Is this Purchase a Terms Sale?
(Referencing PEXA LS-8842)
- Press Enter to Trigger land title verification
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When creating a Workspace, you can now press Enter on your keyboard after entering the land title to trigger the land title verification (LTRV). This is an alternative to using your mouse to click on the Validate button.
(Referencing PEXA UI-246)
- Further activation of additional Residual Documents (VIC)
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From Monday 11 November 2019, the following Victorian residual documents are available in PEXA:
- ACTION - APPLICATION - REMOVE CAVEAT Transfer of Land Act - section 89A
- ACTION - NOTICE - ABANDONMENT Transfer of Land Act - section 89A
- CHANGE PROPRIETORSHIP - ACQUISITION BY ACQUIRING AUTHORITY Transfer of Land Act - section 54
- CHANGE PROPRIETORSHIP - FORECLOSURE BY MORTGAGEE Transfer of Land Act - section 79
- CHANGE PROPRIETORSHIP - TRANSFER OF EASEMENT Transfer of Land Act - section 45
- CHANGE PROPRIETORSHIP - TRANSMISSION BY TRUSTEE IN BANKRUPTCY Transfer of Land Act - section 51
- CHANGE PROPRIETORSHIP - VESTING - ACT OR COURT ORDER Transfer of Land Act - section 59
- CHANGE PROPRIETORSHIP - VESTING - COMPLETED PURCHASE Transfer of Land Act - section 47
- CHANGE PROPRIETORSHIP - VESTING - ROMAN CATHOLIC TRUSTS Roman Catholic Trusts Act - section 10
- CHANGE PROPRIETORSHIP - VESTING - SUCCESSOR AT LAW Transfer of Land Act - section 59A
- CHANGE PROPRIETORSHIP - VESTING - TRUST Transfer of Land Act - section 58
- CHANGE PROPRIETORSHIP - VESTING - UNITING CHURCH Uniting Church Act - section 23
- RECORD - ANNUITY CHARGE Transfer of Land Act - section 74
- RECORD - CREATION - FOREST CARBON RIGHT Climate Change Act - section 57
- RECORD - LEASE Transfer of Land Act - section 66
- RECORD - SUB-LEASE Transfer of Land Act - section 71
- RECORD - TRANSFER - FOREST CARBON RIGHT Transfer of Land Act - section 45
- REMOVE - EASEMENT - SURRENDER Transfer of Land Act - section 45
- REMOVE - LEASE - SURRENDER Transfer of Land Act - section 69
- VARY - ANNUITY CHARGE Transfer of Land Act - section 75A
- VARY - LEASE Transfer of Land Act - section 67A
- VARY - MORTGAGE Transfer of Land Act - section 75A
(Referencing PEXA LS1)
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